Logistics

Meeting Location

Meeting Accommodation:

For those of you traveling to Fairbanks, we have reserved housing for you at the Howard Cutler Apartment Complex (771-6 Kuskokwin Way) on the University of Alaska Fairbanks campus. Each of the Cutler Apartments comes with a kitchen, 2 bedrooms, and a private bathroom. A separate apartment has been reserved for each person.

Check-in is at 3:00pm / Check-out is at 11:00am in the Moore-Bartlett-Skarland (MBS) Lobby (732 Yukon Drive, Fairbanks, Alaska 99775) unless prior arrangements have been made with the Conference Services Office. The MBS Lobby is open and staffed 24/7 and can accommodate late night check-ins. (PLEASE NOTE THAT THE MBS LOBBY IS NOT IN THE CUTLER APT COMPLEX. PLEASE VISIT THIS LOCATION FIRST.)

Guests will receive one (1) room key, one (1) building entrance key fob. Please keep your room locked and have your keys with you at all times. All residence hall keys and fobs are the property of UAF and may not be copied or destroyed. Conference guests must report lost or stolen keys immediately to the Summer Housing Office. Guests will be charged $85 per key if not returned by the date and/or time of departure. Prior to leaving, please ensure that personal belongings are not left in the room, and that the door is secured.

Conference housing does not operate in the manner of a full service hotel and guest rooms are only cleaned between guest stays. Request to have a room cleaned or provided additional linens can be done at the front desk in the MBS Lobby.

The following amenities are provided as part of your stay at the apartments:

Free Wireless and/or Ethernet internet access in every room and common area

Laundry facilities free for guest use – laundry packets are available at the front desk for purchase

A 24/7 front desk will also be available to help with all your guest housing needs. The front desk can be reached by calling 907-474-6769.

Ground Transportation

Where opportunities exist to arrange car-pools from/to the Fairbanks Airport, ARCUS staff will contact you directly to coordinate. Carpools will also be arranged to take groups out to nearby restaurants during the evenings. There are four rental car drivers who have agreed to provide evening rides to meeting guests staying at the UAF Cutler Apartments (Lisa Sheffield Guy, Brit Myers, Robert Rich, and Dee Williams).

For additional information and contact details for other Fairbanks ground transportation services, please use the following links:

Per Diem and Meals

Each traveling participant will receive a per diem reimbursement for both your meeting and travel days. To maximize our meeting time, we are planning to bring in lunch to both the Scenarios workshop on Tuesday, 27 June and the SSC + AT Leads meeting on Wednesday, 28 June. We also hope to organize a group dinner on Tuesday evening, June 27. We will share more details about these plans as we get a little closer to the meeting.

Campus Food Dine 49 and Arctic Java (both located in the UAF Wood Center) will both be open and available during your stay. Arctic Java’s hours are Mon-Fri: 7:30am-4:30pm. Dine 49 serves meals each day of the week at the following times: Breakfast 7-8:30am, Lunch 11:30-1pm, Dinner 5-6:30pm. Either of these two options might be your best bet for an early morning caffeine fix while on campus.

Receipts and Travel Reimbursement Paperwork

Please keep your flight boarding passes, ground transportation receipts, and any additional receipts that you acquire for miscellaneous travel expenses. Because travelers are receiving a per diem, however, you will not need to submit receipts for your meals or other purchased food items. These documents will need to be submitted along with a completed Travel Reimbursement Request Form (attached below) to the ARCUS accounting office (3535 College Rd Suite 101, Fairbanks, AK, 99709-3710) no later than 30 days after the end of your travel. For more information about ARCUS travel reimbursement policies, please see the guidelines attached below.

Virtual Participation

Webcasting instructions will be sent to the participants who have been invited to join the meeting virtually. If you plan to attend, please let Brit know the days/times you will be available. Please note that we will not be providing a virtual participation option for the Scenarios workshop on Tuesday, June 27.

SEARCH activities are supported by a collaborative grant from the National Science Foundation Division of Polar Programs, Arctic Sciences Section to the International Arctic Research Center (IARC; PLR-1331100 ) and the Arctic Research Consortium of the US (ARCUS; PLR-1331083). Any opinions, findings, and conclusions or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.